Operations Coordinator - NIH

Global Solutions Network Inc; North Bethesda (MD); On-site; USD 54,000 - 62,000; Full time

Benefits offered by this job

Paid Time Off

401K/Profit Sharing Plan

Flexible Spending Accounts (Healthcare

Pretax Parking & Transportation Plan

Short-Term & Long-Term Disability

Life & AD&D Insurance

Employee Assistance Program

Travel Assistance Program

Job summary

Global Solutions Network, Inc. (GSN) is seeking an Operations Coordinator to support NIH programs in Bethesda, MD. The role focuses on administrative operations, budget tracking, procurement, and facilities coordination to ensure efficient day-to-day performance.

The candidate will assist with travel, reporting, and process improvements while complying with federal guidelines and government review requirements.

Qualifications

• Experience applying structured methodologies, quality assurance processes, customer service practices, effective personnel and resource allocation, and risk management to ensure high-quality, on-time performance and successful project outcomes.

Responsibilities

• Prepare, track, and monitor budget data and expenditures.
• Analyze financial data to support budget planning and execution.
• Draft reports on spending trends, projections, and variances for government review.
• Develop budget documentation and supporting materials.
• Monitor obligations and expenditures and identify discrepancies for government attention.
• Prepare procurement request packages with specifications and supporting docs.
• Conduct market research and compile vendor information for government consideration.
• Track purchase requests, delivery status, and maintain procurement records.
• Monitor contractor performance and document contract compliance.
• Maintain vendor lists and procurement files.
• Manage Government Furnished Equipment (GFE) issuance and accountability.
• Coordinate travel arrangements (domestic and international).
• Prepare travel documentation and vouchers for government review.
• Analyze and present administrative and financial data in reports and briefings.
• Develop recurring and ad hoc reports to support decision-making.
• Maintain databases and tracking tools for administrative programs.
• Draft SOPs and guidance documents; summarize applicable regulations.
• Research and propose new administrative procedures and process improvements.
• Coordinate with internal staff and external stakeholders; prepare meetings, agendas, minutes, and follow-up items.

Skills

Project coordination

Structured methodologies

Quality assurance

Resource allocation

Risk management

Tools

Microsoft Office

NIH procurement systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Operations Coordinator - NIH

Bethesda, MD, US

25 days ago Requisition ID: 1753

Salary Range: $38.67 To $44.96 Hourly

Global Solutions Network (GSN), a federal government contracting firm, presents thisfull time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

Scope

The Fogarty International Center (FIC), a component of the National Institutes of Health (NIH), requires contractor support to provide comprehensive, non-personal administrative operations services that enable the Center to effectively accomplish its global health research mission. The contractor shall support mission-related administrative functions, including budget support, procurement coordination, property and facilities management, general administration, and program management support, ensuring efficient day-to-day operations in accordance with applicable Department of Health and Human Services (HHS), Public Health Service (PHS), National Institutes of Health (NIH), and FIC policies and procedures. These services are intended to augment federal staff by providing operational and administrative support under the general direction of Government personnel and shall not include the performance of inherently governmental functions.

Responsibilities

Budget and Financial Support

• Assist in the preparation, tracking, and monitoring of budget data and expenditures.
• Compile and analyze financial data to support budget planning and execution.
• Prepare draft reports on spending trends, projections, and variances for government review.
• Support development of budget documentation, including spreadsheets and supporting materials.
• Track obligations and expenditures and identify discrepancies for government attention.

Procurement and Contract Support

• Assist in preparing procurement request packages, including draft specifications and supporting documentation.
• Conduct market research and compile vendor information for government consideration.
• Track purchase requests, delivery status, and maintain procurement records.
• Assist in monitoring contractor performance and documenting compliance with contract terms.
• Maintain vendor lists and procurement files.
• Prepares inventory and purchase requests and assists with property management.

General Administrative Support

• Provide administrative coordination support across functional areas such as travel, property, space, and logistics.
• Prepare and maintain administrative records, reports, and tracking systems.
• Assist with time and attendance tracking and personnel-related administrative processes.
• Coordinate office operations, including scheduling, correspondence, and document management.
• Provide support for facilities, construction oversight, and space management activities by tracking construction and maintenance project data, coordinating activities across stakeholders, monitoring construction progress, and assisting with oversight of ongoing facility improvement efforts.
• Provides guidance to staff on Federal guidelines and procedures.
• Acts as point of contact with management and administrative, budget and property management staff.
• Research and proposes new administrative procedures.
• Review existing administrative procedures, recommend and update as need to align with current business practices.
• Manage Government Furnished Equipment (GFE): handle issuance, retrieval, accountability, and property record updates

Travel and Logistics Support

• Coordinate travel arrangements (domestic and international) in accordance with applicable regulations.
• Prepare travel documentation and vouchers for review by government personnel.
• Provide guidance to staff on travel procedures based on established policies.

Data Analysis and Reporting

• Compile, analyze, and present administrative and financial data in reports and briefings.
• Develop recurring and ad hoc reports to support management decision-making.
• Maintain databases and tracking tools for administrative programs.

Process and Procedure Support

• Research applicable regulations, processes, and procedures and summarize findings.
• Assist in drafting standard operating procedures (SOPs), guidance documents, and administrative processes.
• Provide recommendations for process improvements based on analysis of existing workflows.

Coordination and Communication

• Coordinate with internal staff and external stakeholders to gather information and support administrative processes.
• Prepare draft communications, briefings, and correspondence for government review.
• Support meetings by preparing agendas, minutes, and follow-up tracking items.

Qualifications

• Experience applying structured methodologies, quality assurance processes, customer service practices, effective personnel and resource allocation, and risk management to ensure high-quality, on-time performance and successful project outcomes.
• Experience delivering comparable projects through a thorough understanding of objectives, task requirements, logistics, scheduling, and resource planning, supported by organziatoinal capacity to implement innovative, executable solutions, integrate emerging technologies, improve processes, and effectively address project challenges.
• Demonstrated proficiency in Microsoft Office
• Knowledge of NIH procurement, purchasing and administrative systems
• Paid Time Off and Paid Holidays
• 401K/Profit Sharing Plan
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Discount Program
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.